Summer sixteen is finally here, and that means cottages, camping, weddings, and more. Don’t leave your clients and callers hanging! Whether you’re taking a few days or a few weeks off this summer, there are steps you can take to ensure a seamless transition from work to vacation, and back again.
A good office practice (and courtesy to your callers) is having everyone in your organization adjust their voicemail greeting to convey their own summer office hours and availability. To do this, Versature users need to simply log in to Sonar and record a new greeting, or swap their greeting for a previously recorded Out of Office message.
To quickly and easily change your voicemail greeting, simply…
- Log in to Sonar, the Versature Client Portal.
- Either click the green Self Help button to the left of your screen and then “Record a new voicemail greeting using your phone.”, which will take you through a series of system prompts to record and set your new summer sixteen greeting, or…
- Click the Messages tab, Settings, and scroll down to Greetings. To record a new greeting, click the Manage icon (hover to see), Add Greeting, and select the Record radio button option. Click “Call”. The system will instantly to dial out to your Versature deskphone and prompt you to record your new greeting over the phone. If you have a generic Out of Office recording you would like to use, you can select it from the expandable Voicemail Greeting section.
Not sure what to say in your summer greeting? If you’re out of office on vacation, try something along the lines of the following…
Hi, you’ve reached Sarah Dingman. I will be away from the office from July 4th to July 15th with intermittent access to voicemail and email. Please leave me a message and I’ll get back to you as soon as I’m able to. If you require immediate assistance, please contact [an alternate phone number for reaching you, your manager, a colleague who will be available during this time]. Cheers!
If your office is implementing summer hours, state that in your voicemail greeting.
Hi, you’ve reached the voicemail of Sarah Dingman. I’m sorry I missed your call, please leave a message and I’ll get back to you as soon as possible. Please note that for the months of July and August, the [company name] office hours have been reduced. We will be happy to help you with your inquiry from Monday to Thursday each week. Thanks and have a great day!
Ensure you save all of your new system settings in order for them to take effect. Once you are back in the office or returning to regular office hours, you can follow the same steps to select and implement your old voicemail greeting without having to record a new one.
With voice-to-email and Scribe, voicemail transcription voicemail messages are delivered straight to your email inbox. Browse your voicemails and stay in the loop while you’re on vacation (or don’t, we won’t judge).
Auto Attendant and Time Frames
Many organizations do not realize they can quickly and easily set up temporary versions of their Auto Attendant through Time Frames to reflect changes in summer office hours.
Just like your voicemail, your organization’s Auto Attendant greeting can be recorded to reflect summer office hours or closures. Through the management of Time Frames within the Office Manager view of Sonar, changes to Auto Attendant greetings and call routing options can be pre-configured to be automatically enabled for a specific date range. For example, you can preset your Auto Attendant to route calls to call queues in each department from 8:00am to 4:00pm from Monday to Thursday for the months of July and August while Friday or after hours call are directed to a special voicemail greeting script with additional information on availability. These configurations can be made today, meaning your regular Auto Attendant will run as usual until the first day of your new Time Frame, when the special summer Auto Attendant will take precedent for the specified date range.
Temporary Auto Attendants are easy to configure and helpful for conveying information such as…
- Summer hours
- Office closures
- Alternative points of contact (especially for urgent or emergency calls)
These temporary Auto Attendants can also dramatically streamline your call processes. For example, you may wish to send callers straight to a voicemail or forward them to an external phone number instead allowing for the usual amount of rings when no one is in the office to save your caller time.
Don’t leave these changes to the last minute! If you would like assistance setting up summer Auto Attendants and Time Frames, please contact a member of our Technical Support team today by dialling 6-1-1 from your Versature phone or by calling 877-498-3772 option 3.
Email Vacation Responders
The final piece of the summer sixteen puzzle is your email. Similar to your voicemail, your automated vacation responder should reflect which days you will or will not be in the office or accessing your emails. We recommend something like…
Thank you for your email. Please note that I will be out of the office with intermittent access to email and voicemail from the week of July 4th to 8th.
For urgent matters that require immediate assistance, please contact [an alternate phone number for reaching you, your manager, a colleague who will be available during this time].
Have a great day!
The Versature Difference
Ready to experience the Versature Difference? Getting started is easy! Talk to us about configuring your Versature business phone solution for the summer or request a demo of our services to see what else is possible.